Administration Specialist

About Webellian

Webellian is a well-established Digital Transformation and IT consulting company committed to creating a positive impact for our clients. We strive to make a meaningful difference in diverse sectors such as insurance, banking, healthcare, retail, and manufacturing. Our passion for cutting-edge and disruptive technologies, as well as our shared values and strong principles, are what motivate us. We are a community of engineers and senior advisors who work with our clients across industries, playing a deep and meaningful role in accelerating and realizing their vision and strategy.

About the position

We’re looking for a proactive, detail-oriented Administration Specialist who wants to take real ownership of a broad back-office scope and contribute to the smooth day-to-day operation of the company.
The role combines finance operations, contracts and documentation, people administration, and general business support. You will work closely with a small, experienced team and have direct exposure to the CEO and other key stakeholders across the organization.
This is a role for someone who is comfortable working independently, following established processes, identifying what is missing, and taking responsibility for tasks from start to finish. You will work under a four-eyes principle with the rest of the team, where one person prepares and another reviews or approves.

Key responsibilities:

• Review and approve supplier invoices in the invoicing platform and prepare batch payments in the bank
• Maintain payables reports and upload bank statements
• Issue B2B benefit invoices and prepare benefit specifications and reports
• Review budgets and update them with actuals
• Prepare monthly credit card reconciliations and expense reports
• Prepare, register, and archive B2B contracts, amendments, and terminations using company templates
• Prepare client-facing documents such as NDAs, framework agreements, statements of work, purchase orders, and quotations
• Coordinate month-end activities with accountants for the group’s entities
• Maintain registers and evidence required by the ISMS (ISO 27001) and client due-diligence reviews
• Manage employee benefit enrolments and cancellations
• Support employees with questions related to invoicing, expenses, verification, and benefits
• Provide administrative support for a foreign subsidiary
• Handle incoming documents, forms, applications, and internal trackers
• Support ad hoc administrative tasks and coordination with external service providers

What we are looking for

• 2+ years of experience in a similar role, such as office, finance, legal, or business administration, or back-office experience in a law or accounting firm
• Comfortable working with invoicing, payments, and accounting coordination
• Ability to understand and work with budgets independently
• Strong attention to detail and a structured approach to work
• High level of ownership and ability to manage tasks from start to finish
• Ability to notice missing information, inconsistencies, or process gaps
• Native Polish and working proficiency in English at B2+ level, both written and spoken
• High level of discretion when handling contracts, salaries, and confidential company matters

Nice to Have

• Degree in law or administration, or practical experience with Polish civil, commercial, or labour law as applied to contracts
• Experience with corporate housekeeping, including resolutions, KRS matters, tax filings, or cooperation with external legal counsel
• Exposure to ISO 27001 or client due-diligence questionnaires
• Experience with invoicing platforms, HRIS systems, or corporate banking portals
• Experience supporting multiple entities within a group structure
• French language skills

What we offer

• A role with real ownership and responsibility from day one
• A stable and documented working environment with clear processes
• Direct access to the CEO and fast decision-making
• Opportunity to work across finance, contracts, people administration, and company operations
• Collaboration with an experienced and engaged team
• Warsaw office with a hybrid working arrangement
• Benefits including Multisport, Medicover medical care, and UNUM life insurance